Administrative Assistant

Location
Boston
Posted
Sep 22, 2017
Institution Type
Four-Year Institution


Northeastern University

Administrative Assistant

Requisition Number: STFR004044

Division/College: Enrollment Management

Location: Boston Main Campus

Full-time/Part-time: Full Time

Responsibilities:

Under the supervision of the Dean, Office of Global Services (OGS), the Administrative Assistant provides support to the Dean and the Associate Dean of Compliance and Policy. The Assistant is responsible for managing all administrative needs to ensure that the Dean's time is effectively allocated and that the Dean has the information/materials needed to advance the priorities of the unit. The Assistant manages the Dean's calendars to schedule meetings, conference calls and other appointments as necessary. Additionally, the assistant coordinates travel arrangements.

The Assistant prepares draft materials, proofreads and edits emails, documents, presentations and reports for use in meetings and appointments. The Assistant develops and maintains files; manages information to and from the Dean's office. The Assistant reviews, follows through, tracks and ensures deadlines are met. Additionally, the assistant will conduct research on topics as assigned.

The Assistant prepares and reports department budget implementation and expenditures; including reconciliation, payroll, vendor management. The Assistant will assist with budget management to include: all bill payments whether through Direct Pays, Journal Vouchers or Purchase Orders Monthly budget reconciliation including reconciling credit card statements. Reporting out to senior leadership on budget status.

The Assistant serves as a delegate in submitting expense reports for reimbursement and assists in monitoring office expense budget reconciliation according to University and divisional policies. The Assistant maintains appropriate financial records, prepares and reviews expense reports and reconciles University credit card statements for the Dean and the Associate Dean as requested.

The Assistant coordinates planning and logistics for meetings and special events organized by the Dean or OGS designated managers, including space reservation and set-up, as necessary in a timely manner. The Assistant may function as a liaison between the Dean's office and other departments and act as a primary contact for addressing inquiries from both internal and external customers and stakeholders.
As part of OGS, the Assistant provides important customer service and operational functions including front-line visitor reception on an as needed basis. The Assistant maintains effective liaisons and good rapport with the full University community at all levels. The Assistant performs additional duties and assists in special projects as needed and assigned.

Qualifications:

Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting. Must be professional, mature and have excellent written and verbal communication skills, strong multi-tasking, organizational and time management skills, customer service focused and comfort interfacing with a diverse community. Strong writing, editing, and proofreading skills, attention to detail and follow through skills are essential as well as flexibility, a positive attitude and the ability to work efficiently in a busy environment while handling multiple priorities are requirements of this job. Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information. Demonstrated ability to analyze and solve problems and bring tasks and projects to completion. Demonstrated ability to work well with all levels of internal management and staff, outside clients and vendors. Proficient in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook). Proven ability to learn new technological resources as needed.

Additional Information:


To be considered for this position please visit our web site and apply on line at the following link: Careers@Northeastern

Northeastern University is an Equal Opportunity, Affirmative Action Educational Institution and Employer, Title IX University. Northeastern University particularly welcomes applications from minorities, women and persons with disabilities. Northeastern University is an E-Verify Employer.






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